MCSJ Purchase Requisition allows users to request products or services with a multi-level approval process.
Decentralized requests - User security levels and department maintenances allow the end user to access only his or her accounts. Once a requisition is entered and a expenditure account is chosen, the end user has a real time balance of that account. Depending on the users security the user can over “request” the account or be told to contact the purchasing or finance department for further assistance.
Document imagining - In requisition maintenance the user can be required to enter “other quotes”. The system administrator can set a threshold for this requirement. Once the quotes are obtained they can be electronically attached to the requisition maintenance screen for future reference.
Approval hierarchy - The approval process has four steps: Open, 1st Approval, 2nd Approval & 3rd Approval. The municipality can define who and how many users must approve a request prior to converting it to a purchase order or voucher.
Approval Process - There are several ways to approve requisitions. Users may choose to be notified of waiting requisitions; when a user signs on to MCSJ a message will appear informing them that there are requisitions awaiting their approval. Users may also print a report of requisitions within their approval range. For those users with many requisitions to approve, there is an auto approval routine that can be run for a group of requisitions that can be sorted based on dollar amounts.
Purchase Order/Vouchers - Once a purchase requisition reaches the “3rd Approval” stage it can be converted to a purchase order or voucher by a user with the proper security. They can be done one at a time or as a group, either way the user has the ability to print the purchase order/voucher at this time. Purchase Orders/Vouchers can be physically printed to a file for emailing or the requesting department can be required to print them. There are several options for POs and vouchers, they can be printed to blank paper, MCSJ will print all pertinent information or the municipality can get pre-printed forms and have MCSJ print only the “purchase information”.
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